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How to Write a Video Conferencing Policy

There is no slowing down today’s business world. Technology has made sure of that. Lightening fast internet speeds and countless ways for professionals to stay connected, has forced organizations to rethink and adjust the way they operate as a whole. A higher demand for telecommuting opportunities and increased global wide communication has made tools such as video conferencing an imperative part of any business.

It is extremely important that before any organization rolls out a video conferencing program, they sit down and write a video conferencing policy. Most companies already have a set of policies and procedures created as a strategic link between the company’s vision and its day-to-day operations. This is important because employees need to understand their roles and responsibilities within certain limits.

Video conferencing is an effective means to enhance the ability of communication within an organization. Creating a policy tailored specifically towards the use of video conferencing will help make this technology more powerful than it already is. When creating your policy, here are some things to think about:

What are the expectations?
What is the company’s motivation for setting up a video conferencing program? Is the company looking to reduce travel costs, increase overall productivity, or provide flexibility to their employees? (or maybe a combination of two or more of these benefits).

What are the limitations and scheduling guidelines?
Will there be time regulations placed on the usage of the video conferencing service? What happens when more than one meeting is scheduled for the same time? Is it strictly for professional use? In what ways is the video conferencing solution to be used? Can employees use the product outside the office?

What type of equipment will be supplied to employees?
Will webcams and headsets be provided to everyone? What will be the rules on using outside equipment?

What type of support will be provided?
Will users be trained on all software and hardware usage? Who do they contact if assistance is needed during a meeting?

Are there any special issues?
Who will provide quality assurance? Who is liable for what happens during an online meeting? Must permission be given before images or voices can be transmitted across the meeting space?

Setting specific policies and procedures will help ensure employees know best how to use video conferencing in their workplace, as well as what is expected from them when they use video conferencing in their workplace. As with all company policy and procedures, employees should be encouraged to read these guidelines and provide an acknowledgement as to their understanding. By doing this companies will be setting themselves up for a successful implementation of their video conferencing program.